TNiA EVENT OPERATIONS MANUAL

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Novice Meetings Advanced/Intermediate Meeting


OUTLINE

Track Night in America Philosophy

SCCA Track Night in America is a non-competitive, recreational, evening event which allows for socialization and track time for anyone who loves cars or motorsports. The program is designed to allow automobile enthusiasts a chance to socialize with others and/or get their car on track with the lowest possible barriers to entry. The event format and welcoming attitude is consistent across the country.

All staff, run-work participants and volunteers should be enthusiastic about helping like-minded people discover the joys of recreational track driving. All contact with attendants should be friendly and relaxed with a focus on making those new to motorsports feel welcome and comfortable in the environment while still maintaining a safe and enjoyable on-track experience.

Key Contact Info

Heyward Wagner Sr. Director of Rally/Solo and Experiential Programs C: 828-707-7650
Jennifer McAbee Sr. Manager, Experiential Programs O: 785-608-4490
Alison Hill TNiA Program Manager C: 404-409-7748
Carrie Lee Experiential Programs Customer Service Administrator C: 701-213-8135
Jack Track Jack@TrackNightinAmerica.com 785-862-7149, Voicemail Only
SCCA Registration registration@scca.com 800-770-2055 ext. 215

KEY POSITION DESCRIPTIONS

EVENT LEAD

Coordinates the event flow and staff. Sets the tone for the event.

  • Complete all pre-event duties.
  • Carry an event-manager package containing waivers, minor waivers, wrist bands, tech forms, and incident reports to all events in the event there should there be a problem with the on-site supply.
  • Make contact with track management at arrival.
  • Make sure on-site staff knows duties and responsibilities, including when they do and do not need to contact you.
  • Act as “eye in the sky” keeping track of on-track event flow.
  • Keep the event schedule on track.
  • Keep track of borrowed/signed out radios, make sure they are returned to track management/designee.
  • Keep inventory of supplies (wrist bands, packets, waivers, minor waivers, etc.) and report needs to the office.
  • Make sure incident reports are filled out by a safety steward.
  • Be ready to solve any pressing customer service issues or track issues not handled by other staff.
  • Look for people not wearing armbands who may not have signed the waiver.
  • Lead tear down/make sure equipment is safely stored.
  • Complete all post-event duties.


DRIVING COACH - Advanced and/or Intermediate

Facilitates the experience for upper-level drivers by leading meetings, debriefing with drivers and speaking with drivers on pit lane when needed.

  • Arrive with main event staff and help with set up.
  • Help at registration/check-In as needed.
  • Facilitate drivers' meeting (See Appendix A for meeting notes).
  • Observe Intermediate and Advanced sessions from pit road or start stand, calling for black or blue flags when needed, talking to drivers who have been called in, making sure the session runs smoothly from a safety and courtesy standpoint.
  • Notify event manager if there are any drivers that need to move up or down – depending on group balance, the event manager may authorize the driver coach to make these decisions without permission. All changes should be recorded with registration.
  • Look for people not wearing armbands who may not have signed the waiver.
  • Help tear down.


HAWK PERFORMANCE NOVICE EXPERIENCE COACH

The Novice Coach is a new driver’s guide to entry into the world of motorsports and is responsible for new enthusiast’s first track experiences. They set the tone for all of the driving the new driver will do from here on out. They run the novice drivers' meetings and the post-session briefings. They are the friendly face that encourages safe and fun driving while facilitating group members to interact with one another.

  • Arrive with main event staff and help with set up.
  • Help with registration/check-in as needed.
  • If possible, greet all novices as they arrive in the novice paddock prior to the event.
  • Lead Novice meetings (See appendix A for novice meeting notes).
  • Observe Novice sessions from pit road or start stand, calling for black or blue flags when needed, talking to drivers who have been called in, making sure the session runs smoothly from a safety and courtesy standpoint.
  • Notify event manager if there are any drivers that need to move up– depending on group balance, the event manager may authorize the novice coach to make these decisions without permission. All changes should be recorded with registration.
  • Lead post-session novice debriefs (See Appendix A for meeting notes).
  • See Novice group off when they leave the grid, making personal contact with each driver.
  • Look for people not wearing armbands who may not have signed the waiver.
  • Help event tear-down.

ADMIN/EVENT AMBASSADOR

The person who is the first point of contact for people when they arrive at the event and is key in setting the tone for the event. They must be helpful, calm and welcoming. They check in the participants and are available throughout the event to answer questions.

  • The primary duty is to check in participants, volunteers and run/workers as they arrive on iPad, tablet or phone or computer, and to answer questions participants and guests have or be able to direct them to the person who can.
  • Their secondary duty is to be an ambassador for SCCA. Once everyone is checked in, and questions have been answered, walk the paddock and talk with participants about the benefits of being a part of SCCA.
  • Check each participant’s driver’s license.
  • Have everyone sign the waiver or minor waiver as appropriate (or confirm active SCCA Annual Waiver). This applies to everyone planning to be in a vehicle on track, not just hot-session drivers.
  • Give a packet to each participant.
  • Collect completed tech forms & hand out tech stickers.
  • Keep watch for kids and non-drivers who still need to sign the waiver but may not have come to the registration table.
  • Hand out sponsor provided materials such as GRM magazines.
  • Help attendees with issues and questions during the event. Be aware of all event staff and their roles to refer to the appropriate people to provide answers to questions.

GRID

Set a calm and relaxed tone for people about to head out on track. Check for wristbands, tech & helmet stickers.

  • Organize and manage lines of cars.
  • Check for tech stickers. Cars without one will need to bring you a filled out and signed tech form.
  • Collect tech forms that were not turned in at registration, give stickers.
  • Check for fastened helmets, roll bars, safety concerns, and track specific items when and where required.
  • Double-check to make sure cars are free of all loose objects.
  • Check for proper wristbands.
  • Grid may be responsible for the initial gap entering track if they are also pit out.
  • Manage pit lane traffic when possible/if needed.
  • Look for people not wearing armbands who may not have signed the waiver.


“EYE IN THE SKY”

For larger events, the lead may appoint an observer to watch the track and call for black flags/blue flags. For smaller events, this will not be needed or necessary, and for larger events, it may be imperative.

  • Should locate him or herself at the place with the most visibility of the facility.
  • Will observe traffic flow, etiquette and on track behavior to call for blue flags and black flags when needed.
  • In the event of a very well-practiced and competent set of workers, this may be handled by them and control.

TNIA EVENT


GENERAL GUIDELINES (for all groups)

Flags

  • Yellow Flag: A yellow flag will signal a potential hazard on or near the track, including items covered by white flag in a racing situation like debris or fluid. The flag may displayed motionless or standing if an object is far off the surface, but waved vigorously for things causing greater danger. Essentially, the greater the danger, the harder the flag should be waved.
  • Waving Yellow: This should be used for any on-track hazard that would normally have a waving yellow, debris or white flag.
  • Standing Black Flag: This should be used with another furled flag to “point” at the car being black-flagged.

    Reasons to Black Flag a Participant:

    - Spin (anything more than 90 degrees sideways, on or off track)
    - 2-wheels off (more than raising dust at corner entry/exit or apex)
    - 4-wheels off
    - Not giving a point-by to faster drivers
    - Crossing over the blend line instead of merging into traffic
    - Continuous over-the-edge driving

  • Waving Black Flag: This will be used at all stations as a black-flag all.
  • Blue Flag: This will be used to let drivers know they should give a point-by to the car or cars behind them as soon as allowed and comfortable.
  • Red Flag: This will be used to let drivers know they need to pull to a stop smoothly and safely to the side of the track, but still on the surface so as not to cause grass fires. Which side doesn't matter, as long as there is a lane in the middle for rescue vehicles. Wait to move until further signals are given by corner workers or other officials. Drivers are to stay stopped until there is some signal from an official it is safe to proceed.
  • Checkered Flag: This flag shall be used to end the session. It may be used at multiple places around the track.

Hot-Session Rides: Rides during "at speed" or "hot" sessions between participants are prohibited.

Schedule: Depending upon the time of year the schedule may shift to accommodate an earlier sunset in spring and fall. The times below are used in most summer events.

EVENT SET UP

  • Arrival at track: No later than 2 hours prior to event start (1:00 for 3:00 gates open).
  • Make contact with track management or representative to be sure of final needs in either direction (from them or from you). Get permission to set up signage on track.
  • Pick up any shipped packages.
  • Set up signs and banners at the front gate and other locations for partners.
  • Set up passing zone signs on track.
  • Set up paddock signs (Grid, Check-in, etc.)
  • Set up registration/check-in tablets, waivers, wrist bands, packets, etc.
  • Care should be taken to make sure drivers will not get a tech sticker before they have signed the waiver and get a wrist band.
  • Make sure that the PA system is working.
  • Have check-in ready to go no later than 15 minutes prior to scheduled registration open. Open as soon as your staff is prepared to, even if it means an hour early.
  • Be prepared for run/work and flagger meetings. Sometimes workers will not get there until after check-in opens, so you will need to take time “during” the event to brief them.
  • Make sure Emergency/Rescue Vehicles are on way/on-site.
  • Make sure driver/novice coaches know group sizes and options for moving people up or down between groups.

EVENT OPENING

  • Before flaggers go to corners (15-20 minutes prior to cars on course) meet with the control worker and flaggers to go over differences in how TNIA does things. (See Appendix A for worker meeting notes.)
  • Volunteer worker/Run work meeting should be at 3:30. Divide up your labor by event halves, with novice group drivers working second, so that they can attend the initial novice meetings/debriefs, and not be “just getting up to speed” when other novices have had three sessions.
  • First novice meeting at 3:45. These meetings should be 5-6 minutes, but no more than ten minutes. By 3:55 novices should be heading to cars or in cars lining up for paced laps. (See Appendix A for Novice Meeting notes.)
  • 4:00 Paced Laps and Advanced/Intermediate Meeting.

TRACK SESSIONS

NOVICE PACE LAPS

  • Paced laps should be led by an experienced driver who knows the driving line with a radio. If possible, utilize additional pace cars between every 10 cars.
  • Pace car speed should start out slow (35-40mph max) and increase to a maximum speed not to exceed limits placed by the track or 55mph – whichever is lower.
  • This session is for novices only, or in some cases (if space allows) drivers new to the track. For well-subscribed events, advanced and intermediate group drivers should be discouraged from participating in this session.
  • Pace car driver should stay as close to the driving line as possible.
  • Following cars should follow each car at a close distance. (Don’t hang back.)
  • Pace car driver should come in so that the last car in the group is off track by the 20-minute mark to keep the event on schedule.
  • No passing.
  • Standing yellow for the full session. Flaggers should wave, make eye contact, and be friendly to drivers.
  • End session with checkered flag.

ADVANCED GROUP

  • The first group off should be advanced group because the more experienced drivers will allow the event to start for flaggers and volunteers with the least chance for operational issues.
  • First lap of the first session should not have a flag - if track insists, have them use white.
  • Advanced group should be allowed to pass anywhere with a point-by, as long as the track allows it.
  • The driver coach should observe all on-track activity, help call for blue and black flags and speak with drivers who need information/are black flagged.
  • Event manager should observe and manage calls for black flags not noticed by corner workers.
  • The session should be shown a checkered flag so that all cars will be in at 20 minutes.

INTERMEDIATE GROUP

  • The Intermediate group up next will allow more time for the novice group to complete their meeting with the novice coach.
  • Intermediate group should be allowed to pass in passing zones with a point-by.
  • The first lap of the first session should not have a flag - if track insists, have them use white.
  • Driver coach should observe all on-track activity, help call for blue and black flags and speak with drivers who need information/are black flagged.
  • Event manager should observe and manage calls for black flags not noticed by corner workers.
  • Session should be shown checkered flag so that all cars will be in at 20 minutes.

NOVICE GROUP

  • Novice group should be allowed to pass in passing zones with a point-by.
  • First lap of first session should not have a flag - if track insists, have them use white.
  • Novice coach should observe, ask for flag calls and speak with drivers who need information/are black flagged.
  • The driver coach is encouraged to help observe, ask for flag calls and speak with drivers who need information/are black flagged.
  • Event manager should observe and manage calls for black flags not noticed by corner workers.
  • Session should be shown checkered flag so that all cars will be in at 20 minutes.
  • Novice group should go as directly as possible from their on-track session to novice debrief with the novice coach.

TRACK TOURING LAPS

  • Track Touring Laps are to be run mid-event (unless they need to be moved to accommodate a modified “hot” session schedule.) They are designed for guests, spectators, and visitors to be able to experience the track at slow speed.
  • No one under the age of 12 is allowed on touring laps.
  • Anyone who has signed our waiver and any minor between 12-18 with a waiver signed by both guardians is welcome to participate in paced laps. Only licensed drivers may drive. All occupants should follow local seatbelt and passenger restraint laws.
  • Paced laps will be led by a pace car that is not to exceed 55 mph or the limit placed by the track – whichever is lower.
  • Touring Laps should also have a chase car to observe for improper driving and to keep the field in control. This is especially important for tracks that are hard to observe well by staff in pit lane or in the paddock. The chase car is not mandatory if corner workers remain on station during Track Touring Laps.

TEAR-DOWN

Tear down should start during the last group if possible.

  • Collect and pack paddock signs.
  • Take down any banners, roll them up, and put them in the equipment box(es).
  • Inventory packets, waivers, wrist bands and incident reports to send to the office.
  • Retrieve and pack passing zone signs.
  • Put all equipment in designated safe space at the track or with the designated caretaker.
  • Return all borrowed track equipment (i.e. radios, flags, etc.)
  • Make sure all signed waivers and tech forms are with you to send to the office.
  • Stay until all participants have left. Everyone should be gone by 9:00 PM or designated time by the track.

POST EVENT

  • Mail-in any incident reports, collected tech forms, and signed waivers (make sure they are witnessed).
  • Report any incidents requiring medical attention immediately.
  • Submit expense report and supply inventory report.
  • Send notes of any customer service issues experienced.
  • Email Program Manager or Jack Track with anyone who went above and beyond to help or made the event better in any way.

PRE-EVENT EVENT LEAD DUTIES

No later than one week out:

  • Names/contact info into Staffing Sheet for key positions.
  • Contact made with key positions to confirm availability.
  • Confirm all corner/safety workers if not provided by the track.
  • Be aware of the registration list and any potential issues with vehicles, drivers, run/work, etc.
  • Contact Jenny to make sure anything needing to be shipped is on its way and to make requests.
  • Know travel plans, make contact with any people picking you up, let them know arrival time, where you’re staying, etc.
  • Know any track-specific issues (radios, flags, etc, and what we need to arrange for).
  • Contact office or local region to be aware of the local region's needs/roles.


3-4 days prior to the event:

  • Make pre-event contact to confirm estimated arrival times for all staff.
  • Inform all staff of your travel plans.
  • Be aware of the registration list, run group capacity, waitlists, potential issues with vehicles, drivers, and the number of run/worker and volunteers.
  • Know track-worker positions and emergency services needed and where the personnel will come from. If they are track staff, make sure track has been contacted. If they are not from track, make contact.
  • Make sure everyone helping locals know their specific duties. Assign any special requests, such as water coolers and set-up to be done prior to your arrival.


24 hours prior to the event:

  • Know where TNiA supplies and equipment are stored at the track.
  • Double-check the entire list and make sure everything is done.
  • Double-check the registration list for any potential issues or cancellations.
  • Be aware of any time schedule differences and be ready to compensate.

Equipment List

Radios
  • Event Lead
  • Driver Coach
  • Novice Coach
  • Check-In
  • Grid
  • Emergency Services
Waivers
  • Primary SCCA Waiver Sheets
  • SCCA Minor Waivers
Wrist Bands
  • Orange: Advanced Group
  • Blue: Intermediate Group
  • Green: Novice Group
  • White: Spectator/Guest
  • Purple: Staff/Media/Other
Track Signs
  • Passing Zone Signs
  • No Passing Signs
  • Drivers Meeting Sign
Sign Supports
  • Metal supports to stand up signs on cones or in the ground.
Tape
  • Blue “painters tape” for cases where signs will not be able to be stuck in the ground.
Paddock Signs
  • Novice Paddock
  • Run/Work Paddock
  • Stop Check-In
  • Grid
  • Blank Signs/Traffic Direction Arrows
Clip Boards
  • 3-5 for waiver-signing
Pens
  • Box of pens for waiver signing
Tablet
  • A tablet or computer with internet access is required for Check-in/Registration. At events with larger turn-out, multiple computers/tablets are better. A cell phone can work, but the small screens are not ideal.
Entrant Packets
  • There should be enough entrant packets on-site for each entrant plus a few if potential entrants want a sample. (Any free merchandise included should be removed before they are handed out to non-entrants.)
  • Entrant Packets consist of the plastic pouch with tech sheet, driver’s meeting, schedule/track map, and promotional materials.
Banners & Hanging Supplies
  • Track Night and other promotional banners which should be on-site and hung at the entry and other visible spaces for the duration of the event.
  • Tie wraps to hold banners.
  • Wire cutters for banner removal.
Paperwork
  • Incident Reports – to be filled out in case of incident
  • Accident Medical Insurance Claim Forms – to be given to people involved in incidents.

APPENDIX A - MEETING NOTES


WORKER MEETING

      • Explain event hierarchy: Event Lead, Driver Coach, and Novice Coach.
      • The Event Lead and Coaches can call for flags – they will be watching and are extra eyes for driver behavior.
      • Request help with spotting issues (trains forming, no point-by’s, etc.).
      • The biggest issue is traffic – require liberal use of the blue flag.
      • Driver description – explain just how new they are, make no assumptions that they know anything. Kindergarten example.
      • Stress to workers this is a family-friendly event. Watch language and demeanor. Be cordial to everyone.
      • Wave at drivers on pace laps.
      • Alert of passing zones and different passing rules.
      • Flags used

      Standing Yellow for off-track hazards

      Waving Yellow for all on-track hazards: spins, debris, etc.

      Waving Black (BFA)

      Standing black/Use furled flag to point

      Blue Flag for Traffic Management

      Red Flag for Stopping Cars on Track

      Checkered

      RUN/WORK MEETING

      • Divide workers up into experience group and split them
      • More experienced Drivers Work first/drive second
      • Less experienced Drivers drive first/work second. Novice Run/Workers must drive in the first session of an event. Other novice drivers will be much faster in later sessions, and the Novice run-worker should take advantage of the most welcoming session.
      • Explain duties to them (most likely this will be grid, check-in, tear-down and maybe pit-out).
      • Reinforce event philosophy.
      • Let them know what time they are expected to be on work duty.

      ADVANCED/INTERMEDIATE MEETING
      (Called Participant Briefing on Schedule)

      This meeting should be no more than six minutes and given by the Event Lead or Driver Coach.

      • Thank drivers for coming out.
      • Mention local region.
      • Mention partners.
        • If we have one, highlight the partner of the month
      • Speak briefly about SCCA Membership...the benefits, support, family and of course cost savings. Emphasize that a membership gives them a voice in an organization dedicated to amateur motorsports and it's future.
      • Let drivers know that this is not a race.
      • Let drivers know that they are not competitors, but teammates.
        • Same Team - Take Care of Each Other on Track and in the Paddock
        • We get to be leaders in the motorsports space. Set the leading example.
      • Explain passing rules – lead car stays on driver’s line, point-by per car.
        • Advanced - Passing by point-by anywhere
        • Intermediate - Passing by point-by in marked passing zones, and depending on the location, may have added passing zone not available to Novices
      • Explain any track-specific rules.
      • Let them know they have a drivers’ meeting in the packet and to refer to it for questions.
      • If you have someone asking basic questions in this meeting, they probably don’t belong in this group.

      HAWK PERFORMANCE EXPERIENCE MEETING NOTES

      Before Pace Laps (3:45 meeting)

      Welcome/ Introduce Staff

      • Novice Coach - I'm your resource for the night
      • Driving Coach - Helps supervise track and communicate to drivers during sessions on pit lane
      • Event Manager - Supervises track, keeps event running on time
      • Admin, etc. - Don't hesitate to ask questions
      • Acknowledge local region (if present)

      About TNIA

      • Fun, no pressure evening
      • Independence: no instructor
      • No dumb questions
      • Event flow - three 20 min sessions, schedule in packet
      • Report to grid 5-10 mins early, especially for the first session
      • Make sure you have a Novice wristband, tech sticker, and helmet sticker before the first session
      • Entering track; slow & smooth onto the track, no burnouts, etc.; don't cross BLEND LINE
      • Exiting track; Drivers should put fist up. Good communication and etiquette.
      • Pit lane speed limit <20-30mph; no-wake zone
      • Debrief after each session; MANDATORY

      Things to focus on for on pace laps.

      • Helmets on, no passengers, sit as you are going to during the hot lapping sessions
      • Find corner stations
      • Watch your mirrors as much as possible; get used to doing so at low speed
      • Find passing zones
      • Draw a mental image of the track; try to memorize
      • No passing, single file, 2-3 car lengths

      After Pace Laps/Before First Session (4:20 meeting)

      Safety

      • Driving a car on a track is inherently dangerous
      • Our goal is to equip you with the knowledge you need to minimize risk
      • The only thing you can take home is you and your car; nothing to win or prove
      • Do not feel pressured to leave your comfort zone based on other drivers or your own mindset

      Teamwork

      • Look around; these are your teammates, not your competitors
      • Everyone in your group has different comfort levels
      • Work together; respect one another; leave each other some space
      • Be patient with each other

      Point-Bys

      • Passing in zones w/point-by only
      • Be clear! Full arm extension out window for left, up over roof for right
      • Pointing car hold your line, passing car should go off the line
      • One point for every car you want to point by; let them get alongside you before giving another point
      • Lift off the throttle when you point; stay off until they get alongside you
      • Mutual respect between pointer and pointed; patience and teamwork
      • Pit for a gap if stuck in a train
      • Pit to clear jam behind you

      Flags

      • Waving Yellow - Approach with caution at lowered pace, something out of the ordinary ahead
      • Blue w/ yellow stripe - "rearview mirror," point-by cars in next passing zone, don't worry or change what you are doing; not an exemption on point-bys or using a passing zone
      • Waving Black - Everyone pit next time you reach the pit entrance
      • Open Black w/ Point - Individual black, enter the pits and see driver coach at first opportunity; don't go into paddock
      • Black Flag Instances

      - Tires off racing surface
      - Spins (anything perpendicular to track or more)
      - Not giving point-bys
      - Passing without point-bys or out of passing zones
      - Inconsiderate driving
      - Breaking the blend line
      - Mechanical concerns

      • Red Flag: This one will be used to let drivers know they need to pull to a stop smoothly and safely to the side of the track.
        - Stress that this is an emergency procedure, but not to panic. Check mirrors, stop smoothly and safely out of the path of less perceptive cars behind you.
        - Keep the car on the driving surface because hot brakes can start grass fires.
        - The side the driver pulls to doesn't matter, but there should be a clear lane in the center for emergency vehicles.
        - Wait to move until further signals are given by corner workers or other officials. This will probably be a black flag.

      • Checkered - session finished, cool down, lowered speed, slow car down, and keep your helmet on

      Spins

      • Locate corner station, if possible; follow their instructions
      • If you can't see corner station, rejoin track with caution, off line, as safe as possible
      • Mechanical - get off preferred line; make it back to pit lane or to corner station depending on severity

      Incidents (car cannot move)

      • Locate corner station, if possible, and signal you are ok; follow their instructions
      • Stay in your car unless signaled to exit or you're in danger (i.e. fire)

      Track-specific nuances/lore/things to be aware of.

      "First Date" Speech

      • Treat tonight like you would your first time doing anything else
      • Basketball example, ski slope example, etc.
      • Lay the foundation first, then build as you gain comfort and awareness
      • Get in a rhythm
      • Err on the side of caution if unsure about anything
      • Be aware and look for warning signs
        Smells/feels on your car
        How you feel; tired, fatigued, etc. pit and rest
      • Traction Control - recommend on for first session, if used to using it on the street

      Post Driving Session Meetings

      • What Novice Coach saw during session - safety/logistical concerns?
      • Open up conversation; What they saw, felt, enjoyed, struggled with, etc.
      • Reiterate flags, safety, not going in over your head as you gain confidence
      • Check over your car and self between sessions

      Final Debrief

      • Next Track Night events
      • Feedback from event; website
      • Starting Line Schools
      • Mention Tire Rack
      • Mention other partners: Hagerty, Hawk, Mazda, etc.

      APPENDIX B - TRACK WORKERS NEEDED

      Control Worker: This person will establish and operate a communications system which includes all corner stations, event manager, coaches, and emergency personnel, where all communications affecting the control of the event are conducted.

      Pit Out Worker: This person will act as a traffic director at the pit-out location to send cars out on track with proper gaps and to release cars who have pitted looking for clear track or that were black-flagged for a consult with the driver coach.

      Corner Workers: Will inform the drivers, through flags, lights, or other signals, of the conditions of the course, the condition of their cars, or of any unusual conditions affecting the running of the event. There shall always be line-of-site between corners either through direct visuals or video systems.

      Ambulance/EMT: There shall be at least one ambulance staffed with two caregivers at the track which meets all requirements for the jurisdiction in which the event takes place (where “jurisdiction” means the governing body, such as a township, city, or county).

      Fire Truck and fire-fighters: At least one fire truck shall be equipped to fight automobile fires. This vehicle must be manned and should be stationed so that maximum response time is two minutes at a speed not to exceed 50 mph. The operator must be trained to use the equipment on the vehicle.

      Recovery Vehicle: It is advised that one tow truck that should be capable of lifting any car in the event should be on site. The wrecker may also be the fire truck if it is properly equipped and staffed.

      APPENDIX C - IN CASE OF INCIDENT

      IN CASE OF INCIDENT

      • Assess the damage and injury involved.
      • Make sure the person(s) involved are being responded to appropriately.
      • Notify program leadership by text or phone if necessary - Heyward, Jenny, & Justin.
      • Take pictures of the scene (including any car and track damage), and make notes about what happened.
      • Make sure everyone knows not to discuss the condition of the person(s) over the radio.
      • Speak to the person(s) involved, make sure they are OK.
      • Incident reports must be filled out for incidents resulting in damage to a vehicle or the facility occurs from car contact with another car or object, or any incident which involves injury.
      • Fill out an incident report. The goal of the incident report is to capture the facts of the incident. The incident report shall only describe exactly what happened, no speculation, or judgment.
      • Give the Accident Medical Insurance Claim Form to anyone involved in the incident, regardless of whether or not they have been injured.
      • Secure waiver sheet with involved parties’ signature.
      • Send incident report to National Office with Waivers/Tech Forms and include any notes/pictures you have.


        There are many tracks that charge for damage caused to facilities - guard rails, grass, tire barriers, asphalt, etc. If this comes up - the SCCA should be invoiced for damage from an incident.

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